Terms of Service

1. About these Terms

1.1 These Terms of Service (Terms) are an agreement between EventFlow Pty Ltd (ABN 69 679 812 054) of Level 2 (UL40), 1341 Dandenong Road, Chadstone VIC 3148 (EventFlow, we, us or our) and you.

1.2 These Terms apply to our website (eventflow.com.au) and to our products:

• EventFlow Client Portal: a client planning portal that venues and their clients use to plan events together; and

• EventFlow Floorplan Builder: a tool to create, edit, download and share room layouts and floorplans.

1.3 In these Terms:

• Client means a business that holds a subscription to an EventFlow product;

• User means any person with an EventFlow account, including a Client’s staff and the people a Client invites to the platform; and

• you means the Client or User, as the context requires.

1.4 You accept these Terms when you subscribe, create an account, or use our products. If you accept on behalf of a business, you confirm that you are authorised to bind that business.

2. Signed Agreements

2.1 If a Client has signed a subscription agreement with EventFlow, that agreement applies to the Client. If there is any inconsistency, the signed agreement prevails over these Terms.

3. Our Products

3.1 Client Portal: The Client Portal lets a Client and the people it invites request, gather and manage the information needed to plan events.

3.2 Floorplan Builder: Floorplan Builder lets a Client upload base plans, create and edit layouts, download layouts, and send view-only share links. Floorplan Builder does not include:

• any Client Portal feature;

• guest seating allocation;

3.3 A subscription gives access only to the product you subscribe to.

3.4 We may update and improve our products from time to time.

4. Accounts

4.1 You must give accurate information and keep it up to date.

4.2 You must be at least 18 years old to create an account.

4.3 You must keep your login details secure and must not share them. You are responsible for activity under your account.

4.4 You must tell us promptly at hello@eventflow.com.au if you believe someone has accessed your account without permission.

4.5 A Client controls the accounts of the Users it invites, and may give or remove their access at any time.

5. Fees and Payment

5.1 Prices are shown at checkout or in your order. All prices exclude GST and other taxes, which you must pay in addition.

5.2 Fees are charged in advance for each subscription period, using the payment method you provide.

5.3 If a payment fails and is not made within 14 days after the due date, we may suspend access until payment is received.

5.4 We may change our prices by giving you at least 30 days’ notice. For annual subscriptions, the change applies from your next renewal. For monthly subscriptions, you may cancel before the change takes effect.

6. Client Portal Subscriptions

6.1 Client Portal subscriptions run for the period stated at checkout or in your subscription agreement.

6.2 A Client may not cancel a Client Portal subscription for convenience during its subscription period.

6.3 If a Client Portal subscription ends early for any reason other than our breach, fees already paid are not refundable, and fees for the rest of the current subscription period remain payable, unless your subscription agreement states otherwise.

7. Floorplan Builder Subscriptions

7.1 Plans: Floorplan Builder is available as a monthly plan or an annual plan. Both are paid in advance.

7.2 Access: We will send you a login link within 24 hours after successful payment. If we do not, you may cancel before you receive access, and we will refund all fees you paid for that subscription.

7.4 Renewal: Monthly plans renew automatically each month. Annual plans renew automatically each year. We will send you a reminder at least 28 days before an annual plan renews.

7.5 Cancellation: You may cancel at any time by contacting us at hello@eventflow.com.au. Cancellation of a monthly plan takes effect at the end of the current month. Cancellation of an annual plan takes effect at the end of the current year. You keep access until then.

7.6 No refunds: Except under clause 7.2 or clause 8, fees are not refundable, including for any unused part of a subscription period.

7.7 Plan changes: You may change from a monthly plan to an annual plan at any time. You may change from an annual plan to a monthly plan from the end of the current year.

8. Refunds and Consumer Law

8.1 We may issue refunds for billing errors at our discretion.

8.2 Nothing in these Terms excludes, restricts or modifies any guarantee, right or remedy under the Australian Consumer Law or any other law that cannot be excluded.

9. Integrations

9.1 The Client Portal can connect to some venue management systems. If a Client uses an integration, the Client must hold its own licence and API access for that system, give us credentials with enough access, and keep them current.

9.2 The provider of each venue management system controls its own system and may change or stop API access. We will use reasonable efforts to restore an affected integration, but we are not liable for changes made by that provider.

10. Acceptable Use

10.1 You must not use our products in any way that is unlawful, fraudulent or harmful. In particular, you must not:

• transmit viruses or other malicious code;

• interfere with or overload the platform;

• try to access any part of the platform, or any account, without permission;

• copy, modify, resell, reverse engineer or tamper with the platform;

• upload content that is unlawful, defamatory or infringes another person’s rights;

• use bots, scrapers or similar tools to access or copy the platform or our website; or

• use any content from the platform or our website to train an artificial intelligence system, unless we agree in writing.

11. Your Content

11.1 You own the content that you upload, including floorplans, event details and files.

11.2 You grant us a worldwide, non-exclusive, royalty-free licence to host, use, reproduce, adapt and display your content only to the extent necessary to operate our products and supply our services.

11.3 You must only upload content that you have the right to use, including floorplans and drawings prepared by third parties.

11.4 Share links. Anyone with a share link can view the linked floorplan. You control who receives each share link.

11.5 Content that a User adds to a Client’s event forms part of that Client’s data.

12. Privacy

12.1 We handle personal information in accordance with our Privacy Policy.

12.2 A Client is responsible for how it collects and uses personal information about its clients and guests.

13. Our Intellectual Property

13.1 We own, or are licensed to use, all intellectual property in our website and products. You may use them only in accordance with these Terms.

13.2 If you give us feedback, we may use it to improve our services without any obligation to you.

14. Third-Party Providers

14.1 Our products use third-party service providers. Our current list is in our Privacy Policy.

15. Availability and Support

15.1 We will use reasonable efforts to keep our products available, but we do not guarantee that they will be uninterrupted or free from errors.

15.2 We may carry out maintenance from time to time and will try to give notice of planned downtime.

15.3 Support is available by email at hello@eventflow.com.au.

16. Suspension and Termination

16.1 We may suspend access, in whole or in part, if you breach these Terms, if a payment is overdue under clause 5.3, if there is a security risk, or if the law requires it. We will give notice where reasonably practicable.

16.2 Either party may end a subscription by written notice if the other party commits a material breach and does not fix it within 20 days after receiving notice of the breach.

16.3 A User’s access ends if the Client removes it or if the Client’s subscription ends.

16.4 When a subscription ends, we will delete the Client’s content in accordance with our Privacy Policy..

17. Liability

17.1 To the extent permitted by law, we are not liable for any indirect or consequential loss, or any loss of profit, revenue or data.

17.2 To the extent permitted by law, our total liability to a Client is limited to the fees the Client paid us in the 12 months before the event giving rise to the claim.

17.3 We are not liable for any loss arising from an event planned using our products, or from the acts or omissions of a Client towards its own clients.

17.4 You are responsible for any loss we suffer because of your breach of these Terms.

18. Changes to these Terms

18.1 We may amend these Terms from time to time. We will publish the amended Terms on this page with a new “Last updated” date.

18.2 An amendment is an “Adverse Amendment” if it reduces your rights, increases your obligations, or increases the fees you pay.

18.3 We will give you at least 30 days’ notice before an Adverse Amendment takes effect, by email to the address associated with your account.

18.4 If you hold an annual subscription, an Adverse Amendment does not apply to you until the start of your next subscription period.

18.5 If you hold a monthly subscription and do not agree to an Adverse Amendment, you may cancel before it takes effect, and the Adverse Amendment will not apply to you.

18.6 Despite clauses 18.3 to 18.5, amendments that are not Adverse Amendments, amendments required by law or by a third-party provider, and amendments that improve security take effect on the date stated in the amended Terms.

18.7 We may ask you to accept the amended Terms to you continue to use the platform.

19. General

19.1 These Terms are governed by the laws of Victoria, Australia. You and we submit to the non-exclusive jurisdiction of the courts of Victoria.

19.2 If any part of these Terms is invalid or unenforceable, the rest continues to apply.

19.3 A failure or delay to enforce these Terms is not a waiver.

19.4 We may transfer our rights and obligations under these Terms in connection with a sale or reorganisation of our business.

19.5 Questions about these Terms can be sent to hello@eventflow.com.au.